WHAT IS PERSONAL INFORMATION?
The term “Personal Information” refers to any information that can be used to identify you as an individual. It can include, among other things, your name, address, age, gender, personal financial history and social insurance or social security number, TIN number, FNPF number, voter registration number etc.
WHY IS PERSONAL INFORMATION COLLECTED?
- To Provide Superior Customer Service to our Guests
Personal Information is collected to assist us in making your reservation and providing the services you request at any of our properties, to ensure we meet your needs while you are staying with us and/or to allow us to contact you in relation to matters that arise from your stay with us. By keeping certain stay related Personal Information on file, such as information regarding guest history and itemized spending, guests of Colo-i-Suva Rainforest Eco Resort have the ability to confirm prior transactions and reconcile statements or invoices.
- To Keep Our Guests and Owners Informed
We may use the Personal Information you provide to send you newsletters regarding our property and to advise you of promotions or to inform you of offers or other information that may be of interest to you. In order to do this, your information may be shared with a third party, including a customer relationship management company and/or a marketing and communications company. These companies are under contract with Colo-i-Suva Rainforest Eco Resort and contractually required to protect all guest information to which they have access. If you do not wish to receive information from Colo-i-Suva Rainforest Eco Resort you may indicate your wishes on your registration card when you stay with us.
- For Marketing Research
Finally, we may wish to contact Guests to conduct surveys or focus groups to receive your views of our property and service delivery. Such information may be collected by a third party under contract with us and they will be contractually required to protect your Personal Information as explained below. Occasionally we will combine information from a number of Guests to better understand trends and Guest expectations. When this occurs, all identifiers are removed and the aggregate information cannot be linked to any specific Guests.
HOW IS PERSONAL INFORMATION COLLECTED?
- On Our Web Site
Initially Upon Contact with Our Web Site
When you visit our web site, you are initially given a “cookie”, and your computer is assigned an ID number. A cookie is a commonly used device that tracks an individual user’s preferences, and is capable of enhancing your visit to the site. Cookies allow us to provide a customized experience without the visitor having to remind us of his or her preferences each time she or he visits our site. Our cookies do not contain any personally identifying information. Colo-i-Suva Rainforest Eco Resort cookies also do not follow visitors when traveling on the Internet after leaving the Colo-i-Suva Rainforest Eco Resort web site.
Once you have visited our web site and accepted our cookie, your ID number is automatically assigned to your computer whenever you visit our web site. Despite the fact that you remain anonymous until you enter Personal Information in the web site, the ID number allows us to log your session, so that we may better assist you should you need some individualized service or support. Once you enter Personal Information on the web site, we associate your ID number with your contact information so we can recognize you on a future visit. We also use it to keep track of information that appears to be of particular interest to you.
B. While Browsing Our Web Site
While in the process of browsing our web site, you also provide us with information that does not reveal your personal identity – what type of destination you’re seeking information about, for example. We use this aggregated, anonymous data mainly for editorial purposes, but we do not connect it to any Personal Information, such as your name or address.
While you explore our web site for the information that interests you, you may wish to put in a specific “Information Request” about one of our hotels or resorts, or you may wish to participate in one of our on-line surveys or promotions. To respond to this request or to participate in our various programs, we may ask you for Personal Information, such as your name, zip/postal code, e-mail address, and phone number.
Visitors will always have the ability to accept or decline any form of communication from Colo-i-Suva Rainforest Eco Resort.
2. When Making a Reservation
A. On Our Web Site
If you decide that you would like to make a reservation at our resort, you will be linked to our reservation service site. Although it appears to be part of our site, the reservation site is, in fact, provided by SiteMinder ™ , which provides an automated reservations and distribution system to the travel industry. We pass your reservation ID number on to our Starfleet ™ reservation system, but they are unfamiliar with you. You can search for rates and availability at our resorts without providing any Personal Information.
Your credit card number will be verified using a checking sequence, but we do not authorize any payments at this point. Once your reservation is confirmed, Colo-i-Suva Rainforest Eco Resort will be sent all of the reservation information. From this point the information is sent to our Resort in exactly the same way as if you called us directly or if your travel agent made the reservation, once this information has been received at Colo-I-Suva Rainforest Eco Resort, your card may be used for payment at any time in accordance with the amount and process you have authorised
Due to the personal nature of the information you give when making a reservation through our web site, the reservation system is secure, such that your credit card number is protected with the most sophisticated encryption technology available and is transmitted on a virtual private network.
We also receive a copy of the reservation profile at our web site excluding your credit card number connected to your ID number. We will then use that information to create a log in our web site database.
We also occasionally combine information from a number of web visitors in a way that does not identify any user, in order to identify user patterns.
B. Through our Worldwide Reservations Offices or Hotels
Reservations can also be made by calling one of our Worldwide Reservation partners and their subsidiaries (“WRP”) or by contacting us directly. When you make a reservation we may ask you for Personal Information such as your name, address, telephone number and method of payment. We may also obtain from you any room preferences or special requests. Personal Information obtained by WRP will be sent in a secured communication to our Starfleet ™ hotel reservation system. Confirmation of your reservation will be provided to you, generally by e-mail, directly from our resort.
3. During your stay at a Hotel or Resort
During your stay, we record your itemized spending to properly assemble your folio, which sets out your room rate and other expenses billed to your room. We also record this information to comply with financial reporting requirements, including those imposed by our auditors and government regulators. We may also collect certain information as required by local laws (e.g. passport number, nationality). Information particular to your stay may also be stored (i.e. health issues, payment difficulties, special requests, service issues). This stay specific information is stored in the property management system at our resort and is combined with information from previous visits that you have made to our resort. Certain information regarding your service preferences may be made available to Colo-i-Suva Rainforest Eco Resort employees through the Colo-i-Suva Rainforest Eco Resort guest history database. You may advise the Hotel if you do not want personal preferences shared.
In addition, we may retain the content of any document (including letters, comment cards, electronic documents such as e-mails and other similar forms of communication) that you send us before, during or following your stay. This information may be shared with employees of the hotel but will not be shared with any third party. All employees are contracted with confidentiality clauses signed to ensure your data is not shared outside the resort.
HOW DO WE STORE PERSONAL INFORMATION?
- At the Resort
Our resort goes to great measures to ensure that all Personal Information is kept in a secure location, be it a database or filing cabinet. Furthermore, we take steps to ensure that only designated individuals have access to this information.
2. In Our Guest Reservation System
In order to serve you better we also store certain guest information in our Guest Reservation System which is a secure customer database – at our resort we use Starfleet ™.
The stored information includes guest name, address, phone numbers and credit card number. We may also store certain information regarding your service preferences..
We also store other transaction information including the number of stays you have had at Colo-i-Suva Rainforest Eco Resort and the number of nights of each stay.
- In Our Marketing Database
Colo-i-Suva Rainforest Eco Resort maintains a database of Guest and Owner information which is used for marketing, promotion and research purposes. Any information sent provides a clear notice of how to discontinue receiving promotional materials.
WHAT INFORMATION IS NOT SECURE?
When you log-in to complete or modify a Booking Profile, Guest Service Profile, your online interaction with us is protected from eavesdropping using the highest level encryption technology based on the browser you use. In order to ensure your privacy and the protection of information you choose to share with us, we allow only encrypted communications from all of our web forms and reservation partner sites via SiteMinder ™.
It is important to note that any e-mail communication is not secure. This is a risk inherent in the use of e-mail. Please be aware of this when requesting information or sending forms to us by e-mail (for example, from the Contact Us section of our web site). We recommend that you do not include any confidential information (i.e. credit card information) when using e-mail. For your protection, our e-mail responses to you will not include any confidential information.
Finally, to be prudent, please be sure to always close your browsers when you are done using a form or the reservation site. Although the session will terminate after a short period of inactivity, it is best to close your browsers immediately upon completion, since while you are logged on it is easier for someone to attempt to get access to your profile.
IF I HAVE CREATED A GUEST PROFILE, HOW IS MY PERSONAL INFORMATION TREATED?
When you make a reservations, and/or if you are invited and elect to create a Guest Profile, on our booking site, you will be asked to furnish specific Personal Information. You may also be asked to provide a password for use each time you log-in. Once you have created a Guest Profile, we may add online session data to your Guest Profile on subsequent visits to our booking site/ website. When you provide information, including revised information to your Guest Profile, we may use the information you provide to update other databases maintained by us.
WHAT INFORMATION MAY BE EXCHANGED BETWEEN HOTELS?
No information is shared between certified data privacy personnel at Colo-i-Suva Rainforest Eco Resort with other hotels However in certain limited circumstances, particularly where government legislation and or health or safety concerns have arisen, information may also be shared.
Further, if a guest does not pay the outstanding account on time, or acts in an unlawful manner in regards to payment obligations, this information may be shared among accounting personnel at Colo-i-Suva Rainforest Eco Resort.
WHAT PERSONAL INFORMATION MAY BE PROVIDED TO THIRD PARTIES?
Personal information is shared with third party residential property developers as set out above. The particular developer’s website can be consulted for the developer’s policy on the collection, storage and use of such information.
We will only share Personal Information about you outside Colo-i-Suva Rainforest Eco Resort Hotels and Resorts without your consent, where: (a) it is required or authorized by law (for example, in response to a legal subpoena); (b) it is required to provide you with services you have requested in which case you will be considered to have implied your consent (i.e. car rental); (c) if your stay has been paid for by a third party we will provide billing information to the paying party; (d) if you have failed to pay amounts owed to a property.
If Colo-i-Suva Rainforest Eco Resort Hotels and Resorts suspects any unlawful activity is taking place, it may investigate and/or report its findings or suspicions to the police or other relevant law enforcement agency.
HOW DO I ACCESS MY PERSONAL INFORMATION?
We understand that you may like to know what Personal Information we hold about you. We are happy to assist you with your request. To protect your Personal Information, however, we require that you prove your identity to us at the time your request is made. You may make a request to the Managing Director of our Resort.
When you make a request in person, we will require you to produce some form of photo identification such as a passport or a driver’s license and you will be asked to sign a request form.
Where you make a request by other means, we require the request be made in writing via email or letter including a copy of a government issued identification and signature. We also require home and business addresses and phone numbers so we can check them with our files and satisfy ourselves as to your identity.
The above information is required to create an audit trail of how the request has been handled. Where a request is made, any correspondence or application may be kept and added to your Personal Information.
Colo-i-Suva Rainforest Eco Resort reserves the right to decline access to your Personal Information under certain circumstances. If your Personal Information will not be disclosed, you will be provided with the reasons for this non-disclosure.
HOW DO I REVISE MY PERSONAL INFORMATION?
If at any time you wish to update or access your Personal Information, you can do so by contacting our Reservations officer:
P.O. Box CS001,
Colo-I-Suva. Naitasiri Province.
Or you may visit our web site at www.coloisuva.com.fj
HOW LONG IS MY PERSONAL INFORMATION RETAINED?
Your Personal Information will be stored for the period of time required by law in the jurisdiction of our resort holding the information. It may be stored indefinitely by Colo-i-Suva Rainforest Eco Resort as long as there is a business purpose for doing so. From time to time we may delete your Personal Information if you have not stayed with us in a number of years.
HOW WILL I KNOW IF THERE ARE CHANGES TO THIS POLICY?
HOW IS PERSONAL INFORMATION AFFECTED BY BUSINESS TRANSFERS?
Should Colo-i-Suva Rainforest Eco Resort manage properties on behalf of third party owners. Guest information required for the business transaction between the guest and the property will be shared with the property owner, but all other Personal Information is considered to be proprietary to Colo-i-Suva Rainforest Eco Resort, and will not shared with property owners. If we cease to manage this property, all Personal Information remains with Colo-i-Suva Rainforest Eco Resort. Guest information that is historically shared with the property owner is retained by the property owner.
WHAT LAWS APPLY TO THIS POLICY?
If you have additional questions regarding the law or if you feel we have not treated your Personal Information appropriately, you may contact The Consumer Council of Fiji at the following address:
The Office of the Consumer Council of Fiji
Lot 4, Carnavon Street.
Private Mail Bag
Ph: +679 3300 792 | 3310 183
Fax: +679 3300 115
Mobile: +679 9716255 | 7155699
Web site: www.consumersfiji.org
TO WHOM DO I DIRECT QUESTIONS OR CONCERNS REGARDING THIS POLICY?
Colo-i-Suva Rainforest Eco Resort
P.O. Box CS001,